Odoo’s Document Management System

Simplify Your Document Management with Odoo

In today's fast-paced business environment, efficient document management is crucial for maintaining productivity and ensuring compliance. Odoo's Document Management System (DMS) offers a seamless solution for storing, organising, and sharing your documents. Let's explore how Odoo can simplify your document management process step by step.

Store Your Documents Securely

Keeping your documents secure and easily accessible is the foundation of effective document management. Odoo provides a centralised repository where you can store all your documents, ensuring they are safe and easy to retrieve.

Steps to Store Documents in Odoo:

  1. Navigate to the Documents Module: Open your Odoo interface and head to the Documents module.
  2. Create a New Document: Click on 'Create' to add a new document. You can upload files from your computer or drag and drop them directly into the module.
  3. Organise with Folders: Use folders to categorise your documents. This helps in keeping related documents together, making it easier to find what you need.

Organise Your Documents Efficiently

A well-organised document management system saves time and reduces frustration. Odoo's DMS allows you to organise your documents in a way that suits your business needs.

Steps to Organise Documents in Odoo:

  1. Tag Your Documents: Add tags to your documents for better categorisation. Tags act as keywords, allowing you to filter and search for documents quickly.
  2. Use Metadata: Attach metadata to your documents, such as author, date, and type of document. This additional information helps in sorting and locating documents efficiently.
  3. Set Access Rights: Control who can view or edit documents by setting access rights. This ensures that sensitive information is only accessible to authorised personnel.

Share Documents Seamlessly

Sharing documents within your organisation or with external stakeholders should be effortless. Odoo's DMS facilitates seamless sharing, enhancing collaboration and communication.

Steps to Share Documents in Odoo:

  1. Generate Shareable Links: Create shareable links for your documents. These links can be sent via email or any other communication channel, allowing recipients to access the documents directly.
  2. Collaborate in Real-Time: Use Odoo’s collaboration features to work on documents in real-time. Multiple users can view and edit documents simultaneously, improving efficiency and teamwork.
  3. Track Document Versions: Keep track of changes with version control. Odoo saves different versions of your documents, so you can easily revert to a previous version if needed.

Maintain Compliance with Ease

Compliance is a critical aspect of document management, especially for industries with strict regulatory requirements. Odoo's DMS helps you stay compliant by providing tools to manage and audit your documents effectively.

Steps to Maintain Compliance in Odoo:

  1. Audit Trails: Odoo keeps a detailed audit trail of all document activities. You can see who accessed, edited, or shared a document, ensuring full transparency and accountability.
  2. Set Retention Policies: Define retention policies for your documents. Odoo can automatically archive or delete documents based on these policies, helping you comply with data protection regulations.
  3. Regular Backups: Ensure your documents are backed up regularly. Odoo provides backup solutions to prevent data loss, giving you peace of mind.

By following these steps, you can leverage Odoo's Document Management System to store, organise, and share your documents efficiently while maintaining compliance. Simplify your document management process and focus on what truly matters – growing your business.

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